HR & Payroll Specialist – Canada Operations
Position Overview
The HR & Payroll Specialist supports day‑to‑day human resources operations and ensures accurate, compliant payroll oversight across multiple Canadian entities. With most employees working in retirement homes and others in hotels and residential apartment buildings, this role ensures adherence to employment legislation, collective agreements, and internal policies.
This position focuses on HR administration, compliance, employee data integrity, and payroll approval, while coordinating with internal or external payroll processors who complete the technical payroll runs.
Key Responsibilities
Human Resources Administration
- Maintain accurate employee records across multiple entities, ensuring timely updates to new hires, terminations, leaves, status changes, and compensation adjustments.
- Support HR processes including onboarding, offboarding, probation tracking, and policy administration.
- Act as a first point of contact for employee HR inquiries, escalating complex matters as needed.
- Prepare employment letters, documentation, and internal communications.
- Support HR reporting requirements, including headcount, turnover, and compliance metrics.
Payroll Oversight & Compliance
- Review and approve payroll inputs for hourly and salaried employees across multiple provinces, ensuring accuracy and compliance with:
- Provincial employment standards (primarily Ontario ESA)
- Collective agreements
- Company policies
- Provincial tax and statutory requirements
- Validate time and attendance data, premiums, shift differentials, overtime, vacation, statutory holidays, and leaves.
- Coordinate with site managers to resolve discrepancies in timesheets, scheduling, or pay-related issues.
- Liaise with payroll processors to ensure timely and accurate payroll runs.
- Conduct post‑payroll audits to verify accuracy and ensure corrections are processed promptly.
Unionized Environment Support
- Interpret and apply multiple collective agreements across different sites.
- Ensure payroll and HR practices align with union requirements (seniority, wage grids, premiums, scheduling rules, etc.).
- Track and administer union dues, grievances, and related documentation.
- Support HR leadership in preparing materials for labour relations meetings.
Compliance & Policy Support
- Ensure HR and payroll practices comply with provincial and federal legislation, including:
- ESA (Ontario and other provinces)
- Human Rights legislation
- Occupational Health & Safety
- Employment Insurance, CPP, and statutory deductions
- Assist with internal audits, external audits, and regulatory reporting.
- Maintain confidentiality and protect sensitive employee information.
Working Environment & Company CultureCulture & Values
- Contribute to a workplace culture built on respect, accountability, collaboration, and service excellence, reflecting the company’s commitment to supporting seniors, residents, and guests across all operations.
- Promote a positive employee experience by ensuring fairness, transparency, and consistency in HR and payroll practices.
- Support a culture that values diversity, inclusion, and equitable treatment across all sites and employee groups.
Cross‑Site Collaboration
- Work closely with leaders and administrators at retirement homes, hotels, and apartment buildings to ensure consistent application of HR policies and payroll standards.
- Build strong relationships with site managers to support smooth operations and timely resolution of HR or payroll issues.
Alignment with Company‑Wide HR Policies
- Ensure all HR and payroll activities align with company‑wide policies, procedures, and standards.
- Support the rollout and communication of new HR policies, programs, and initiatives across multiple entities.
- Monitor adherence to company policies at the site level and escalate concerns when inconsistencies arise.
- Participate in continuous improvement efforts to strengthen HR processes, compliance frameworks, and employee support systems.
Qualifications
- Diploma or degree in Human Resources, Business Administration, or related field.
- 3–5 years of HR or payroll experience, ideally in a multi‑site or multi‑entity environment.
- Experience working with unionized workforces and interpreting collective agreements.
- Strong understanding of Canadian payroll legislation and provincial employment standards (Ontario experience required; other provinces an asset).
- Experience with HRIS and time‑and‑attendance systems.
- Exceptional attention to detail, accuracy, and organizational skills.
- Strong communication and interpersonal skills.
- Ability to manage sensitive information with discretion.
- PCP designation (or working toward it) is an asset.
Work Environment
- Hybrid or office‑based depending on company policy.
- Supports multiple sites across Canada, primarily in Ontario.
- Occasional travel to sites may be required.
Pay: $65,000.00-$85,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- Vision care
- Work from home
Work Location: In person
